This page last reviewed/updated: 7/11/2013 Welcome to the University of West Florida (UWF). We hope your move is safe
and without incident. The following is information which should help you
in selecting a method for moving your personal effects and property. This
document also provides effective administrative information to you and your
hiring department concerning cost advantages pertaining to your move.
Please do not make arrangements to move household goods until you receive
an authorized UWF Request for Approval to Pay Moving Expenses notice. After
approval, please refer to the list of moving vendors to obtain the moving company name, contact, and level of discount. Please
keep in contact with your hiring department and the Office of Procurement and Contracts (850/474-2628)
for any additional assistance and questions.
UWF will pay for the actual weight moved, not the estimated weight, and
receive at no cost "Replacement Value Insurance" up to $100,000. The rate
will be the discount indicated by all four vendors on the list of moving vendors.
The only variable will be the weight estimate. We believe it is in UWF's
best interest NOT to ask or require competing quotes since each vendor
will charge for the actual weight moved. This contract does not allow for
GUARANTEED OR NOT-TO-EXCEED estimates. Not requiring multiple quotes for
moving services improves the end-user experience by reducing the wait time
to select a vendor.
The payment of moving expenses, if approved, would normally be for the amount
the department has agreed to pay, and is limited to:
moving the contents
of a single residence; and
the cost of packing,
shipping, and storing household goods (personal effects and property), or
moving a mobile home (any vehicle used as a home), and incurring reasonable
expenses for moving an automobile; and/or
moving up to 15,000
pounds of household goods by common carrier, rental truck or trailer, or a
vehicle or boat, when preauthorized; and/or
the normal liability
of the common carrier (approximately $.60/pound) unless a State University
System contract mover is used; or
System contract negotiated rates; or
the approved payment
for insurance for only the vehicle (not the contents) when using a rental
vehicle or truck.
Reimbursement or payment
for "qualified moving expenses" will not be reported as wages or other compensation
of Form W-2. Any reimbursement to be paid directly to new employees for approved moving expenses, cannot be processed without submission of appropriate receipts and documentations.
Also, qualified moving expenses are the following:
of moving household goods and personal effects from the former residence to
the new residence - if the new place of work is outside the U.S. and its possessions,
reasonable expenses may also include the movement of household goods and
personal effects to and from storage, and the cost of storing such goods
and effects where the new place of work continues to be the principle place
the new principal
place of work is at least 50 miles farther from the former residence than
was the former principal place of work and the hiring department reasonably
believes the employee will be a full-time employee at least 39 weeks during
the 12-month period immediately following the relocation; or,
payment of non-qualifying
expenses will be reported as wages on Form W-2 and all employment taxes apply.
The hiring department
will submit a Banner Requisition and an approved "Request for Approval to
Pay for Household Moving Expenses Form" prior to the move taking place.
A Purchase Order number will be issued to the mover before the move can begin. If the hiring department will be using their UWF PCard for payment, DO NOT submit the "Request for Approval to Pay for Household Moving Expenses Form" to Procurement. Hiring department will retain the form as backup to the PCard charge.
Due to significant volume discounts, applicants are required to use contract movers
based on prior negotiated rates which will significantly aid in a reduced
cost of moving your personal belongings.
The payment of expenses for separately moving professional equipment and
books necessary for job performance, and which have been approved to be housed
at UWF is not part of this program.
Payment will not be authorized for the following:
with unpacking of household goods or cleaning of any residence in connection
with a move;
and/or per diem or taxi fees as part of a moving expense; and,
the cost of replacement
insurance on household goods - UWF recommends that the employees/prospective
employees consider purchasing replacement cost insurance on his/her household
goods even though this cost will not be reimbursed.
The hiring department
should issue approval to pay moving expenses prior to the actual move. The
approval is valid for 90 days after the anticipated move date specified on
the form. The move should take place within that time. After the move, submit
any receipts or invoices to the hiring department.
A UWF Purchase Order contract instructs the mover to submit a final bill
of lading (invoice) and inventory list for payment directly to the attention
of the UWF Financial Services Office (hiring departments note paragraphs 4